Action Tracking
Action tracking notifies staff of any relevant document/container file that requires their attention
Action tracking notifies staff of any relevant document/file that requires their attention.
Note:
Using the ‘Workflow’ tool you can append multiple TRIM users to a document or file. Only the first TRIM user assigned will initially receive the document in
the ‘Due Records’ Tray. Once the first user completes their action, the second TRIM users ‘Due Records Tray’ will find the record appear and so on.
When appending ‘Workflow’ all users will receive a notification in Outlook that they have a document or container file to view in TRIM. Users can click on
the hyperlink within their email and it will automatically open in TRIM.
If there are multiple documents or container files daily, it might be worth placing these in your worktray to work through daily.
Customising TRIM to use Action Tracking workflow
Step 1 –
Add the ‘Records Due
Tray’ to your icons for
use. To do this, right click
on the Icons bar to
customize and add the
‘Records Due Tray’
Step 2
The ‘Customise’ tab will
appear. The ‘Records Due
Tray’ is in the ‘Record’
type of listed ‘Categories’
Step 3
‘Drag and Drop’ the
Record to the Icon bar
anywhere before the
Blue help bubble.
Step 4
In order to Attach or
Complete Actions You
will also need to add the
two Icons shown
Attaching Actions to records
Step 1
In TRIM, Locate the
containers or documents
the action will be for.
Tip: If there are a group
of them in your search
results place them in
your worktray to place
the actions on all
together, rather than one
by one.
Step 2
Assuming there is a large
number, tick each
relevant record from
your search and F3 to
place in the records work
tray.
Step 3
From the worktray, Tick
all records requiring the
same Action attached.
Select the Attach Action
procedure icon
Step 4
Choose All Tagged Rows
and OK
Step 5
This is the main step in
action allocation.
From this step, the action
will be chosen, and
assigned to a
person/position/location.
To choose an Action.
Click on the Yellow
Kwikiseach, if you have
not chosen an Action
before, otherwise they
will appear in your drop
down.
If choosing an Action you
have never used before,
choosing the Kwikisearch
will show all Actions as
shown here
Step 6
Once an Action has been
chosen, assign the task to
a Responsible Location.
Again, if you have not
done this before, use the
yellow kwikisearch to
open the locations tab
and type the name of the
person/team you are
assigning it to.
Note: If you want people
to be looking in their
Records action due tray
to monitor when work
comes in, the location
must be a person.
Step 7
Location search. Once
you type the position,
group or persons name
they will appear in the
window.
For this example I typed
‘Boevink’ and chose
‘Boevink, Chezelle’ and
ok.
Step 8
Ensure to choose ‘Assign
to this Action and Any
Subordinate Record
Action’ So that the
‘Responsible Location’
chosen is the one
receiving the Action
attached to the record.
Press OK
Note: If there are other
Actions to be attached to
the same document or
record, the process is
followed again for each
action type you add.
The person responsible
for completing the action
will receive an email
notification, along with
the date the action is due
to be completed by.
Action: Attach to Container
Responsible Location: Records Officer 1 - Corporate Information Due Date: 21/7/2014 at 11:40 AM This Action is now ready to
commence. Could you please ensure that it is completed by 21/7/2014 at 11:40 AM.
NOTE: The person can
click on the hyperlink and
it will take them to the
record in TRIM
-This E-mail Message has been automatically generated by HP TRIM (JCU TRIM Prod).
Web URL: https://trimprod.secure.jcu.edu.au/HPTRIMWebClient/?uri=257827&t=record&lang=ln_english&mbd=false
Locating and completing Actions
Step 1
Open TRIM and click on
the icon for records due
OR locate it in the
Favourites bar as shown
Step 2
The records with actions
attached for completion
will be listed.
Assuming you have
completed the task, you
can now complete the
action assigned to you.
Step 3
Highlight the relevant
document or record and
right click to Complete
current action OR click
on the icon within the
icon bar
Step 4
A dialogue box similar to
the one shown will
appear. If you are sure
you have completed the
associated action, select
OK
Step 5
Press F5 key to refresh
the tray. You will notice
the records with
completed actions will
disappear from your
Records Due Tray